State of Arkansas Guidelines for brochure distribution in Arkansas Welcome Centers

The Arkansas State Parks, Recreation and Travel Commission and the Arkansas Department of Parks, Heritage and Tourism are authorized and directed to promulgate reasonable rules and regulations to facilitate the operation of state tourist information centers. The same statute, ACA §15-11-301, that charges the Arkansas Department of Parks, Heritage and Tourism with establishing and operating tourist information bureaus also directs that the Department shall maintain facilities in these centers for the display of brochures, circulars and other literature furnished by industry partners that publicize attractions for the “accommodation and convenience of visitors.”

The Tourism Division also has a mission to promote retirement and relocation and will approve distribution booklets published by communities that include a limited percentage of pages dedicated to retirement/relocation services, subject to specific guidelines outlined below.

To accomplish the goal of operating welcome centers and to assist visitors stopping to gain information that publicizes attractions for convenience and accommodation, the following regulations have been adopted by the Arkansas State Parks, Recreation and Travel Commission and the Arkansas Department of Parks, Heritage and Tourism.

The following information constitutes the regulations set forth for all Arkansas Welcome Centers managed by the division of Arkansas Tourism:

1. SIZE – Brochure size shall be approximately 3.5 to 4 inches wide by 8.5 to 9 inches tall (NO BUSINESS CARDS OR POSTCARDS).

2. PAPERSTOCK – Brochures shall be printed on paper of sufficient weight that the top half will stand upright in the rack.

Additional Option: Foam Core Brochure – Brochure must meet brochure size requirements and be 0.5 inch to 1 inch thick. If this option is chosen, you must distribute 10 copies to each Arkansas Welcome Center. You must make prior arrangements with the Welcome Center Administrator.

3. TOPIC –

a. Brochures must promote Arkansas tourism facilities, attractions, or events.

b. Brochures must contain information on Arkansas tourist-related facilities or events. Brochures promoting Arkansas and other states must have 75% or more of contents dedicated to Arkansas tourist facilities, attractions, or events. The front cover must also have a 75% or greater Arkansas content.

c. Brochures or facilities such as real estate agencies, automobile repair and RV repair are not allowed for display, but business operators may place ads in regional or city guides.

d. Facilities/attractions being promoted must be open to the public.

e. Brochures must be attractively designed and printed.

f. No “Open by Appointment” operations will be considered.

g. No political brochures or brochures containing political advertisements will be accepted.

h. Brochures containing offensive content or representing businesses with questionable practices will not be allowed.

i. Brochures for hotels, motels, selective lodging establishments will not be approved.

j. Brochures for chain restaurants and local eateries will not be approved.

4. BROCHURE AND INSERTS – Promoters will not be allowed to ship to Arkansas Welcome Centers an assortment of different brochures advertising their facility/attractions. One brochure per business may be approved for distribution, plus a companion brochure promoting a special event or activity of limited duration. The companion piece must adhere to Regulations 1-3 and will not be displayed at Arkansas Welcome Centers with limited rack space, although they can still be available as an under- the- counter item or insert. Businesses have authority to insert a maximum of two inserts into the approved brochure for distribution. The inserts will not exceed 8.5 inches by 11 inches in size and will be folded to the approved brochure size. Inserts are to be stapled or otherwise attached to the approved brochure. Arkansas Welcome Center personnel will not be responsible for inserting any approved insert into the approved brochure. To obtain approval on the piece(s) to be inserted, forward the insert(s) along with a letter of request to:

Carol Walker
Arkansas Welcome Center at Texarkana
PO Box 411
Texarkana, Arkansas 75504

5. CHAMBER OF COMMERCE/ADVERTISING & PROMOTION COMMISSION BROCHURES – Promotional brochures published or sponsored by Chambers of Commerce or Advertising & Promotion Commissions may be displayed in Arkansas Welcome Centers upon approval. Chamber of Commerce/Advertising & Promotion Commission brochures can be ordered and distributed by the Arkansas Department of Parks, Heritage and Tourism Warehouse or Arkansas Welcome Centers. Brochures can be shipped directly to Arkansas Welcome Centers. If you need the warehouse to help distribute your brochure to the Arkansas Welcome Centers, please write or email to the following address for arrangements:

Melissa Adams
Arkansas Tourism
1 Capitol Mall, Suite 3B
Little Rock, Arkansas 72201
[email protected]

A Chamber of Commerce/Advertising & Promotion Commission booklet that does not have at least 75% of its contents dedicated to Arkansas tourist facilities, attractions, or events may qualify for distribution as a retirement/relocation booklet if at least 75% of the pages are dedicated to any combination of tourism and the following types of information of particular interest to travelers who may be considering relocation: Medical, housing, home construction or improvement, financial, and educational institutions. To be approved, no more than 25% of the pages can be dedicated to businesses, organizations, or information not classified as either tourism or retirement/relocation, as defined in these Guidelines. All other regulations apply.

It is recommended that the Chamber of Commerce/Advertising & Promotion Commission booklets be rack size (3.5 to 4 inches by 8.5 to 9 inches tall). The rack space varies by Arkansas Welcome Center, so there is no guarantee that larger booklets will be displayed. In instances where display space is limited, it will be handled as described in Regulation 6. Booklets larger than 8.5 by 11 inches will not be displayed.

6. PLACEMENT – Brochures shall be placed alphabetically by region/city upon approval of distribution. If rack space is not available, the Welcome Center Manager at his/her discretion will place the brochure on available counter/tabletop space. If space is not available, brochures will be rotated onto the racks in such a manner that all brochures receive equal distribution. Region placement varies in each Arkansas Welcome Center.

7. CHANGES – Tourism industry businesses placing brochures in Arkansas Welcome Centers are responsible for notifying Carol Walker of all changes in material listed in their brochures. Examples include prices, closing business, changing locations, hours of operation, seasons, etc. Any business that receives 3 points of contact within a one-month period without providing a response may be subject to removal from the private sector list. To be reinstated, businesses must update their brochures and submit them for approval. Once approved, they may resume placement in the Arkansas Welcome Centers.

8. LIST OF CONTACTS – Carol Walker will be responsible for providing the approved private sector list to individual centers and notifying them of changes to any brochures.

9. FLYERS/CIRCULARS – Those posters/circulars meeting all requirements as stated in Regulation 3 will be accepted. One poster per event may be displayed in Arkansas Welcome Centers not more than 90 days prior to the event.

10. STATE AND REGIONAL BROCHURES – All State of Arkansas, Regional Tourism Association, Advertising & Promotion Commission/Convention & Visitor Bureau, and Chamber of Commerce brochures are exempt from size requirements in Regulation 1.

11. SEASONAL LITERATURE – Brochures promoting seasonal attractions will be placed in the racks for distribution approximately 90 days prior to opening and removed after the final day of operation.

12. PROCEDURE FOR APPROVAL – Promoters should send one copy of their brochure with a letter requesting that it be distributed at Arkansas Welcome Centers or digital copy with email request for approval. Letters should be sent to:

Carol Walker
Arkansas Welcome Center at Texarkana
PO Box 411
Texarkana, Arkansas 75504
[email protected]

13. METHODS OF SHIPPING – Promoters shall be responsible for shipping brochures directly to Arkansas Welcome Centers. Directions for the method of shipping in quantity will be sent with the letter of approval.

14. DENIAL – In the event a brochure is turned down for distribution, the promoter may appeal to the Arkansas State Parks, Recreation and Travel Commission through the Welcome Center Administrator at the following address:

Melissa Adams
Arkansas Tourism
1 Capitol Mall, Suite 3B
Little Rock, Arkansas 72201
Email: [email protected]